FAQ

Please contact us if you have any questions regarding the publishing or research process or about open access that are not included here.

You can contact us by telephone or email.

Marguerite Schnelle
Email: henry@baw.de
Phone: +49 (0)721 9726-3380

1. How do I benefit from uploading my publications to HENRY?

  • Free publication and worldwide distribution
  • The assignment of a persistent identifier (HDL identifier) ensures that your publications are citeable
  • Rapid and long-term availability
  • Good content indexing and access ability thanks to rigorous metadata recording, use of the Dublin Core data format, full-text search and the provision of database interfaces

2. What are the technical considerations when creating and submitting files?

Text files will only be accepted if submitted in a platform-independent format such as PDF. In order to enable long-term archiving, files must be submitted as PDF/A documents. This is the only format which guarantees exact visual reproduction and accessibility and is compliant with ISO 19005-1 for long-term archiving.

This means that documents must not contain any security settings and must only use embedded fonts. Please also complete the document properties, specifying the name of the author, the title and the language.

If you wish to submit a scanned document to HENRY, please convert the document first using OCR (Optical Character Recognition) so that the text is searchable.

3. What legal aspects must be complied with?

You need to hold the relevant right of use to be able to release a publication in HENRY. Making the publication available to the public must not infringe any third-party rights. As the author, you will hold the exploitation rights and rights of use as a basic principle. The rights of use will in principle also extend to your employer if the publication was written during your working hours.

If the publication has already appeared in an academic journal or another external medium, any publication in HENRY constitutes a secondary publication. In such cases, any arrangements laid down in the publication agreement (the agreement concluded between the author and the publisher) must be observed.

If you have assigned exclusive rights of use to the publisher for the first publication, you must first obtain the publisher's consent for any secondary publication in HENRY. This is because you, as the author, no longer hold the required exploitation rights. Many publishers allow at least the secondary publication of the author's postprint of a publication after a period of 12 to 24 months. If you no longer have the original publication agreement, you can retrieve information on the publishing house's regulations from the SHERPA/RoMEO list. However, since the SHERPA/RoMEO list does not contain any legally binding information, this information can only serve as an initial indication.

4. Is there any cost involved in submitting my publication to HENRY?

No, our service is free of charge.

5. What can I publish in HENRY?

Academic publications from the field of hydraulic engineering can be published in HENRY. These are mostly reviewed publications that have already been published, such as journal articles or conference papers. Student assignments and extended essays as well as Bachelor's and Master's theses, other similar dissertations, presentation slides and abstracts shall not be accepted.

In the case of, for instance, articles from journals, conference proceedings and books/collections which cannot be made available in their original versions due to licence restrictions and which are being published for the first time, it may be possible to publish the author's postprint in HENRY. In these instances too, however, the publication agreement must be checked first because even the use of the author's postprint is only permitted by many publishers following an embargo period.

6. What types of document can be submitted to HENRY?

The following types of documents can be published in HENRY:

DeutschEnglish
Wissenschaftlicher Artikelarticle
Periodikumperiodical
Beitrag zu einem Periodikumcontribution to periodical
Teil eines Periodikumspart of a periodical
Buchbook
Teil eines Buchespart of a book
Handschriftmanuscript
Dissertation oder Habilitationdoctoral thesis
Konferenzbandconference proceedings
Konferenzbeitragconference paper
Konferenz-Posterconference poster
Patent, Norm, Standardpatent
Verschiedenartige Textereport

7. What legal provisions must be complied with for publication in HENRY?

As the operator of this platform, the BAW needs to be granted a non-exclusive right of use in order to publish documents in HENRY. Publication must not violate any third-party rights. It is the responsibility of the author to clarify whether there are any legal obstacles currently in place.

As a basic principle, exploitation rights are initially held by the author. In the case of secondary publications, however, clauses governing the author's exploitation rights will already have been included in a publication agreement. Publishing houses may, under different terms and conditions, allow the secondary publication of documents that they have published. In some cases, an embargo period will be applied or it may only be possible to publish the author's postprint.

Please refer to your publication agreement or to the SHERPA/RoMEO list to find out about any terms and conditions that may govern secondary publication. BAW employees will find more information on publication agreements under the "Publish" menu item on the IZW portal, in the "Rights and usage concept" document and on the BAW's intranet.

The non-exclusive right of use shall be granted to the BAW as part of the licence agreement. You will be asked for your consent to the licence agreement when submitting your publication, although this will not restrict your exploitation rights. You will remain free to also make your publication available to the public via other repositories.

The licence agreement authorises the BAW on a permanent basis to:

  • make electronic copies of the digital publication available to the public and carry out technical modifications to such copies if necessary, in order to make them compatible with future computer systems;
  • communicate and transfer digital publications to third parties, in particular for the purpose of long-term archiving;
  • transfer the regulations stipulated in the licence agreement to another repository, in particular to a successor version of HENRY.

The authors bear sole responsibility for the content of their publications.

8. Who is allowed to publish documents in HENRY?

Members of a scientific institution (university or non-university, national or international) with a university degree may publish documents in HENRY. Student assignments and extended essays as well as Bachelor's and Master's theses and other similar dissertations shall not be accepted.

9. How can I publish my document in HENRY?

Publications by BAW employees are normally migrated automatically via the BAW's in-house release workflow. BAW employees are therefore not required to upload their publications to HENRY separately.

The BAW provides collaborating scientific partner organisations with a service for uploading their journal series and other publications to HENRY. This service includes preparing the metadata and uploading the full texts (PDF documents). A dedicated section including collections will be assigned to each institution and added to the "Communities and Collections" overview. Submitting a publication requires a licence agreement to be concluded, under which a non-exclusive right of use for publication in HENRY will be granted to the BAW. The publications will be made available to the public following a formal check by the BAW. Please read the HENRY guidelines before submitting a publication. Upon request, the publications can also be uploaded to the database of the German Digital Library, in addition to the databases specified in the guidelines.

If you are interested in our service, please do not hesitate to contact us.

10. How do I go about submitting my publication?

To submit a publication for uploading to HENRY, please send the publication together with the relevant metadata to henry@baw.de. You do not need your own user account for this.

The BAW will verify the formal accuracy of the metadata you provide and supplement them if necessary. Your publication will then be published in HENRY via open access.

11. Can I make any changes to my publication after it has been published in HENRY?

Publications made via HENRY can no longer be amended once the submission process has been completed. Should any amendments be necessary for legal reasons, the publication will be uploaded as a new version (updatedVersion) and assigned a persistent identifier (handle). Online access to the previous version may be restricted. In this case, the publication will no longer be accessible to the public but will remain in the repository together with its handle.

12. Can I delete a publication?

Publications made via HENRY cannot be deleted once the submission process has been completed. If it is necessary to delete a publication for legal reasons, online access will be restricted to the metadata only, with the full text being blocked from public access. This means that the persistent identifier (handle) will remain in the repository.

13. How can I submit an updated version of my publication?

Any new version is uploaded as an updated Version and given its own persistent identifier (handle). Online access to the previous version of the publication may be restricted, in which case the publication will no longer be accessible to the public but will remain in the repository together with its handle.

14. Why is my publication available in HENRY even though I haven't submitted it?

Some journal series and periodicals are received directly from our partner institutions (cf. "Partner" menu item). Under these partnerships, the BAW will have been granted non-exclusive rights to use your publication for the purpose of making it available via HENRY. Titles from journal series and periodicals are uploaded to HENRY on a continuous basis in accordance with this agreement.

15. How are the publications indexed?

Publications are to be submitted including metadata, with authors also able to include abstracts. All submissions undergo a publication process in HENRY during which the BAW carries out a formal check of the metadata and corrects or supplements them if necessary, before assigning the publications to the main DDC (Dewey Decimal Classification) groups. Use of the global standardised metadata format Dublin Core allows publications to be included in international reference systems and specialist search engines. The publications are assigned a persistent identifier (handle) which enables them to be cited.

16. For how long will publications submitted to HENRY remain available?

As a basic principle, a publication made available via the repository is not subject to any access restrictions (open access) and shall remain there for the long term (at least 10 years). It will neither be deleted from the server nor amended following publication. Should any amendments be necessary for legal reasons, the publication shall be uploaded as a new version (updatedVersion) and assigned a separate persistent identifier (handle). Online access to the previous version may be restricted as part of this process, in which case the publication will no longer be accessible to the public but will remain in the repository together with its persistent identifier (handle).

Changes in technology may make it necessary to migrate publications and their metadata to a different system to allow their content to be used in the long term. However, due to its persistent identifier (handle), which is assigned to all publications in HENRY, the publication will remain accessible and therefore citable.

17. Am I allowed to publish documents available through HENRY in other systems?

Yes. When submitting a publication to HENRY, the BAW, which maintains the specialist repository, will only be granted a non-exclusive right of use. Any publications made available via HENRY are covered by a CC BY 4.0 licence as long as no other licence has been issued by the publisher responsible for the first publication (e.g. CC BY-NC). You are therefore allowed to publish your document in other repositories as well.

18. Am I allowed to submit documents to HENRY that have already been published and, if so, what do I need to take into consideration?

If the publication has already appeared in a journal or another external medium, any publication in HENRY constitutes a secondary publication. In this case, it is important to observe any arrangements laid down in the publication agreement (the agreement concluded between the author and the publisher).

If you have ceded exclusive rights of use to the publisher for the first publication, you must obtain their consent for secondary publication in HENRY. This is because you, as the author, no longer hold the required exploitation rights. Many publishers allow at least the secondary publication of the author's postprint of a publication after a period of 12 to 24 months. If you no longer have the original publication agreement, you can retrieve information on the publishing house's regulations from the SHERPA/RoMEO list. However, since the SHERPA/RoMEO list does not contain any legally binding specifications, this information can only serve as an initial indication.

19. Are my documents in HENRY protected by copyright?

All publications in HENRY are protected by copyright as a matter of course. The authors only grant the BAW, as the operator of HENRY, a non-exclusive right of use through the licence agreement to allow it to make the publication available via open access. The BAW does not restrict your right to use or utilise your work for other purposes. However, there may be some restrictions resulting from other arrangements you may have made.

20. Why do I need to enter into a licence agreement when submitting documents to HENRY?

As the operator of HENRY, the BAW requires a non-exclusive right of use for the publication of your document in HENRY for copyright reasons. The licence agreement grants the BAW this non-exclusive right of use for publication purposes. The agreement also specifies the terms and conditions governing the process of making your document accessible to the public. The licence agreement will be concluded when a publication is submitted.

21. Are publications in HENRY citable?

Yes, publications in HENRY are citable. Use the suggested citation format and the indicated handle link, which you will find on the cover.

22. Do I need a personal user account to be able to access the PDF documents of the publications?

No, you will have full access rights to all full texts even if you do not have a personal user account. All metadata and full texts are made available permanently for free based on the open access principle.

23. What can I find in HENRY?

HENRY contains academic publications from the field of hydraulic engineering. All publications by the German Federal Waterways Engineering and Research Institute (BAW), the German Federal Waterways and Shipping Administration (WSV) and their employees whose rights of use are held by the BAW or the WSV are stored in HENRY and made available online free of charge. Publications by scientific partner organisations and by members of scientific institutions are also made available via HENRY as long as the BAW holds the required rights of use. You can find out more about these partner organisations under the "Partner" main menu item.

You can access full texts and view the associated metadata. All metadata and full texts are made available permanently for free based on the open access principle.

24. Which other databases and specialist portals can I use to access publications in HENRY?

The publications are also referenced in whole or in part by the following search engines, specialist portals and databases:

Google - general online search engine: all publications

  • Google Scholar - general online search engine: all publications
  • BASE - Bielefeld Academic Search Engine: all publications
  • DNB - German National Library: BAW publications